Office Manager Job Description | Duties & Responsibilities

If you are looking for a detailed office manager job description guide, then this article is well-optimized for you.

This is because it answers every question employees or individuals seeking an office manager’s job may have.

As part of the job description of an office manager, it is his responsibility to see to the smooth flow of activities in an organization.

An office manager helps supervise other employees and ensures they work at their best.

In addition, he or she may be required to report to the executive assistant or head of the department.

The office manager holds a very vital office in an institution.

Therefore while employing, employers should ensure they employ a capable person.

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What are the Duties and Responsibilities of an Office Manager?

The duties and responsibilities of an office manager are but are not limited to, the following.

  • Fix appointments and meetings.
  • Maintenance of the office environment and calls for repair when necessary.
  • Works closely with Human resources to ensure that the office policies are up to date and properly upheld.
  • Ensure that all office expenses are recorded appropriately.
  • Negotiate the price with vendors, clients, and service providers.
  • Manage the office budget, and make use of it properly.
  • Negotiate with other facility management vendors, such as security.
  • Issue out queries when necessary.
  • Resolve office issues or problems.
  • Supervise other staff.
  • Ensures organization and safety in the office.
  • In charge of maintenance and mailing. Shipping, errands, supplies, equipment, and bills.
  • Liaise with the IT department on office equipment.
  • Maintain a good relationship with vendors, service providers, and office leases.
  • Evaluate all projects carried out and also measures them with office standard.
  • Assign tasks to junior staff and ensure that it is carried out effectively.
  • Update office policies.
  • Recruit as well as train newly recruited staff.
  • Plays a vital role in planning and carrying out office events.
  • Place orders for office supplies when required.

Your duties and responsibilities as an office manager may differ depending on the firm’s size and the employer.

In some organizations, the role of the office manager is combined with some other offices.

Such offices include:

  • Human resource assistant
  • Company Secretary
  • Facilities manager
  • Administration

These combinations are in terms of role or duties.

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What Qualifications do I need to become an Office Manager?

A bachelor’s degree is advantageous. The beautiful thing is that the office manager role is open to graduates in any field.

Although, most employers do not make it mandatory for an office manager to have a degree.

Rather, look out for the following:

  • Proficiency in Microsoft office suite
  •  Experience in office management
  • Great time management and multitasking skills.
  • Understanding of accounting, data, and administrative management practice.
  • Knowledge of human resources management.
  • Understanding of business management.
  • Keeping the management informed on all office updates

A bachelor’s degree in human resources management will be advantageous, though.

Like any other job there, most employers prefer employing those with a level of experience.

What Skills and Personality Suit an Office Manager?

Some of the skills employers look out for when employing or appointing managers are:

1. Communication Skills

For someone whose duties and responsibilities have much to do with working with others.

It is essential to communicate all aspects of your job appropriately and correctly.

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2. Organization Skill

A good office manager should be able to organize things.

You should be able to organize yourself properly, junior staff, and the office in general.

3. Decision Making

The ability to make good decisions is essential for an office manager.

As an office manager, you may be required to make essential decisions several times.

Such times may include when employing staff and also when resolving disputes.

4. Interpersonal Skill

You should be able to maintain a good relationship.

Not just with the management but also with junior staff, vendors, and service providers.

5. Problem-Solving

A good manager should also be able to handle problems that may arise while working.

Problems should be handled in such a way that they don’t get out of hand.

6. Time Management

From this article on the Job description of an office manager, you can tell a manager has so much to do.

To complete all tasks, as a good manager, you should be able to manage time effectively.

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7. Integrity

The management has entrusted you with so much as a manager.

You should be faithful at all times. And as much as possible, put the office first.

8. Flexibility

A good office manager should be able to work effectively regardless of working conditions.

9. Budgeting

As a good manager, you should be able to work within a given budget.

You should be able to negotiate appropriately to get the best services at the most affordable cost.

10. Supervising

A good manager should be able to supervise other staff properly

You must be given details while supervising.

And ensure that even as Junior staff carry out their responsibilities well, they are well treated and cared for.

11. Leadership

Managers have staff under them and must possess the necessary leadership skills.

Where do Office Managers Work?

All organizations with a handful of employees require the services of an office manager.

Some of the major employers are:

  • Hospitals
  • Banks
  • Supermarkets
  • Schools
  • Non-governmental organizations
  • Government organizations
  • Private businesses

There are so many platforms on which jobs are advertised.

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How much do Office Managers make?

Some factors may determine the pay of an office manager.

Such factors include:

  • Location
  • Type of firm
  • Size of firm
  • Employer
  • Qualification

Employers may also pay office managers with more experience than those without experience.

On average, an office manager makes $51,085 annually in the United States.

Of course, this figure differs in other countries.

What should I Include in my Office Manager Job Description?

When placing adverts for an office manager, here is a list of things you should make clear:

  • The qualifications you require.
  • How many years of experience is expected.
  • The skills you require
  • The pay (optional)

This guide on the Job description of an office manager will help you create a perfect advert.

Individuals seeking a manager’s job should also state their qualifications, experience, and skill clearly on their resume.

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Conclusion: Office Manager Job Description Guide

I believe this article has answered all possible questions.

If you have more questions, leave a comment.

A good look at creating your advert or resume if you are an employer or employee, respectively.

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